Agenda, decisions and minutes

To receive any apologies for absence.

David Jones (Coleg Cambria), Dafydd Evans (Grŵp Llandrillo Menai), Maria Hinfelaar (Glyndŵr University), Judith Greenhalgh (Denbighshire Council) and Sasha Davies (Business Delivery Board)

To receive any declarations of Personal Interest

No declarations of personal interest were received.

The Chair shall propose that the minutes of the meetings held on 21.6.19 and 28.6.2019 be signed as a true record.

The Chair signed the minutes of the previous meetings, held on 21 June 2019 and 28 June 2019, as a true record.

Report by Iwan Trefor Jones – Lead Director.

The RAG status of each task within the Work Programme was reviewed and approved, subject to updating the acts that are slipping into the red.

The content of the Risk Register was reviewed, and the assessment criteria for each task was approved. 

It was agreed that 'Programme Office' should be added to the register.

The report was presented by Iwan Trefor Jones, Lead Director.

RESOLVED

·         Review and approve the RAG status of each task within the Work Programme, subject to updating those actions that are slipping to red.

·         Review the content of the Risk Register and approve the assessment criteria for each task.

·         Agree that 'Programme Office' should be added to the register.

REASONS FOR THE DECISION

Update the progress of the tasks on the Work Programme along with the submission of the latest version of the Risk Register

DISCUSSION

The report was submitted and attention was drawn to those matters in the work programme which had been completed as well as those requiring attention over the coming months. It was explained that tasks and timescales had been allocated to specific officers as well as a RAG status. Reference was made to the risk register which had been appended to the report and members were reminded that the document was reviewed on a monthly basis by the Executive Officers Group.

Business Deliver Board

Askar Sheibani (Vice-chair of the Business Delivery Board) gave an update on his vision for the Board to strengthen its relationship with the NWEAB so that it could take advantage of the knowledge and expertise of the Private Sector to attract wealth, target more contributions and generate business for North Wales. He reiterated the need to work together and to seek the best deal.

Observations arising from the discussion:

-       That the private sector was a fundamental part of the deal

-       That the board's minutes should be a standing item on the NWEAB's agenda

-       That the NWEAB's work would be scrutinised with clear messages and direct recommendations

-       That members of the Board be invited to attend / speak at meetings

-       That joint meetings be held in order to build on the feeling of a team

-       That the Board be consulted prior to advertising for Project Managers

-       That the private sector and public sector culture needed to be integrated

-       That an open dialogue, clear communication and effective information sharing were needed

In response to a question regarding adapting the terms of reference of the Business Delivery Board to reflect the above-mentioned observations, the Monitoring Officer suggested that the terms of reference could be adapted so that a procedure which would work for all could be established.

Appointment of Business Delivery Board Chair

It was reported that the appointments process was in place together with a (draft) job description for the Chair of the Business Delivery Board. The need to consult with both governments regarding the appointment was highlighted.

Observations arising from the discussion

-       That the Chair would have an independent role

-       That the person needed to be passionate about the area, well-known, a leader and have good connections

In response to a comment that the appointment would be a 'public appointment', the need to ensure an understanding of the financial limitations in the discussions was suggested, and that the local government  ...  view the full minutes text for item 4.

Report by Dafydd L Edwards, Host Authority Statutory Finance Officer

The First Quarter Review of the Joint-Committee for 2019/20 was noted and accepted.

Confirmation was received from the Joint Committee to use the Reserve Fund (that was allocated for this purpose) to fund any income deficit in 2019/20

The report was submitted by Dafydd Edwards, Section 151 Officer

RESOLVED

To note and accept the First Quarter Review of the Joint-Committee for 2019/20.

To obtain the Joint Committee’s confirmation to use the Earmarked Reserve (set aside for this purpose) to fund any income deficit in 2019/20

REASONS FOR THE DECISION

To note forecast expenditure on project planning (externally sourced and staff) in 2019/20, while capitalisation of those project costs would not be possible until 2020/21, and the forecast overspend on recruitment costs.

DISCUSSION

The report was submitted in order to provide the details of the actual expenditure and income for the first quarter of the 2019/20 financial year together with a projected full year out-turn against the annual budget.

The Section 151 Officer noted that the financial procedure had been challenging and that the budget for this year had been prepared with the information available at the time. He added that there were still assumptions as no confirmation had been received of the ESF grant therefore money was being moved between budgets to reflect the staffing decisions. Nevertheless, he did not anticipate any obvious concerns on the horizon.

Reference was made to the programme office structure report which had been approved at the NWEAB meeting in June 2019 on grounds that the structure was affordable within the core financial contributions. It was explained that this could be implemented by using the agreed core contributions together with reserves carried forward. It was added that affordability for 20/21 would be dependent on a successful deal and capitalisation of projects' staffing costs.

In response to an observation regarding a reserve fund for redundancies, it was noted that discussions had been held and that the matter would be considered in full when forward-planning and setting a three year budget

Observations arising from the discussion

-       That there was a need to build reserves

-       That Councils needed to be invoiced for contributions

-       That, when setting the budget, it must be outlined that the contributions remained the same

-       Gratitude was expressed for the work

Report by Iwan Trefor Jones – Lead Director

It was agreed that the Executive Officers Group would

·         continue to develop the WEFO Business Plan Welsh European Funding Office)  and support their bid for funding from the European Social Fund

·         establish a Task and Finish Group to lead on the development of the Business Plan

·         submit quarterly reports on the progress to the Ambition Board

The report was presented by Iwan Trefor Jones, Lead Director

          RESOLVED that the Executive Officers Group would,

·         continue to develop a Business Plan to WEFO (Welsh European Funding Office) to support its bid for funding from the European Social Fund

·         establish a Task and Finish Group to lead on the development of the Business Plan

·         provide quarterly progress updates to the NWEAB

REASONS FOR THE DECISION

Money from the fund would contribute towards funding posts within the Programme Office up to June 2023, back-dated to June 2018

DISCUSSION

A report was submitted detailing the work of the Executive Officers Group on the European Social Fund application to design and build the necessary capacity to deliver the North Wales Growth Deal. It was intended to receive £3m which would allow the funding of posts within the Programme Office until June 2023. This would lead to a self-funding programme office.

In response to a question regarding the details of funding the programme office posts, it was noted that estimates had been provided in the report and that full details would be provided in the business plan.

In response to a question regarding the timeframe of submitting the application, it was noted that it was intended to submit an application by the end of October 2019.

It was confirmed that, should Britain leave the European Union at the end of October, UK Government would provide the funding.

The report relates to draft Heads of Terms for the North Wales Growth Deal which has been designated as confidential information by a Government Department for the purposes of Section 100A(2) of the  Local Government Act  1972. As a consequence it is a requirement that the report is excluded from publication as this would disclose the confidential information.

Resolved to exclude the press and public from the meeting as the report relates to draft Heads of Terms for the North Wales Growth Deal which has been designated as confidential information by a Government Department for the purposes of Section 100 (A)(2) of the Local Government Act 1972. As a consequence it is a requirement that the report is excluded from publication as this would disclose the confidential information.

To consider the report

(Seperate copy for Members only)

That the Economic Ambition Board welcomes the Draft Heads of Terms as a positive sign of the commitment of the UK Government and Welsh Government to the North Wales Growth Deal, by looking to closing the Heads of Terms before 6.9.19

          The report was presented by Iwan Trefor Jones, Lead Director

          RESOLVED

That the Economic Ambition Board welcomes the Draft Heads of Terms as a positive sign of the commitment of the UK Government and Welsh Government to the North Wales Growth Deal, with a view to closing the Heads of Terms before 6.9.19.

REASONS FOR THE DECISION

To approve the Heads of terms for the North Wales Growth Deal